OnBase with Workflow Supervisors Manual February OnBase with Workflow Supervisors Manual Table of Contents

Transcription

1 Table of Contents OnBase with Workflow Supervisors Manual February 2010 Do not duplicate or distribute without permission. Page 1 of 22

2 ABOUT NORTHWOODS CONSULTING PARTNERS Northwoods Consulting Partners, Inc., founded in 1997, is a privately-held software development and services company headquartered in Dublin, Ohio. Our Compass Software product suite is created solely to serve the needs of human services agencies nationwide. With proven technology, and a focus on industry knowledge and our clients, we create business solutions that provide proper application of products and services with tangible and measurable results. COPYRIGHT AND TRADEMARKS NOTICE Copyright 2010 by Northwoods Consulting Partners. All rights reserved. The Compass Software Suite and each of its products individually are owned exclusively by Northwoods Consulting Partners, Inc., and Northwoods hereby asserts its copyright and trademark rights to its products. Rather than repeat the trademark and copyright attributions throughout this document wherever a Northwoods product name appears, Northwoods hereby asserts its intellectual property rights for all of its products. Third-party Trademarked and Copyrighted names may appear throughout this document. Rather than list the names and entities that own the trademark/copyright or insert a symbol with each mention of the trademark/copyright name, Northwoods states that it is using the names for editorial purposes and to the benefit of the trademark/copyright owner with no intention of infringing upon the trademark or copyright. DISCLAIMER Northwoods Consulting Partners has made reasonable effort to ensure the accuracy of this manual. Information in this document is subject to change. If you should discover any discrepancies, please notify us immediately. CONTACT INFORMATION Northwoods Consulting Partners Address: 5815 Wall Street Dublin, Ohio Phone: (614) Web: Northwoods Support Center Phone: (614) help@teamnorthwoods.com Page 2 of 22 Do not duplicate or distribute without permission.

3 TABLE OF CONTENTS OnBase with Workflow Supervisors Manual Table of Contents Table of Contents... 3 Introduction to OnBase... 4 Generating List Reports... 5 Deleting Documents... 9 Deleting Documents Using OnBase... 9 Deleting Documents Using Workflow...11 Determining Whether a Document Is in Workflow Managing Workflow Folders Viewing Documents (Load-Balance Administration)...13 Generating List Reports...15 Taking Action on Documents...17 Reassigning Documents (Case Reassignment E-Form)...19 Maintaining the Unit Roster Adding a New Case to OnBase Do not duplicate or distribute without permission. Page 3 of 22

4 Introduction to OnBase INTRODUCTION TO ONBASE OnBase is a document management system used to store and retrieve documents. Depending on the software at your agency, you can submit documents to OnBase using the following methods: Scan the document using Compass Capture Submit the document using Compass Forms Submit the document from another application using Compass Virtual Print Driver Import images via dragging and dropping images The OnBase interface consists of a Menu Bar and Tool Bar. While viewing a document in OnBase, you can perform certain System Tasks which are located in the Tasks Window. Typical System Tasks are: Mark Document to be Deleted Add to My Follow-up Tickler Add to My Documents Received Tool Bar Menu Bar System Tasks Your role in the agency requires you to perform a variety of supervisory tasks. As supervisors, you have different rights in Content Manager. This manual will help you perform similar daily tasks, just in a digital format. Page 4 of 22 Do not duplicate or distribute without permission.

5 GENERATING LIST REPORTS OnBase with Workflow Supervisors Manual Generating List Reports You can save a text file listing the document results that you have generated using a Custom Query or Document Retrieval. To generate a List Report: 1. Use Custom Query or Document Retrieval to generate a list of documents. In this example we used a Custom Query. 2. Select the documents you want included in the list. In this example we sorted by Document Type and selected all the IM Checklists from the results list. To generate a report on all the documents, select any single document. Note: You can sort a Custom Query by different columns. In this example you could sort by Document Date, Document Type, or Document Name. Click on a column heading to sort in ascending order by that column. Click on the heading again to sort in descending order. Column Headings Do not duplicate or distribute without permission. Page 5 of 22

6 Generating List Reports 3. Right-click and select Create List Report 4. To generate the report on the selected documents, use Selected Items as the Range. To generate the report on all the documents in the results list, use All Items as the Range. 5. Click Create. Page 6 of 22 Do not duplicate or distribute without permission.

7 Generating List Reports 6. The List Contents Report will display in a separate window. To print the entire list, select File, Print. To print a portion of the data, select (highlight) the text, right-click and select Print Document. Do not duplicate or distribute without permission. Page 7 of 22

8 Generating List Reports 7. Select whether you want to include Annotations and/or Notes and click Print. Page 8 of 22 Do not duplicate or distribute without permission.

9 Deleting Documents DELETING DOCUMENTS When users mark documents to be deleted, the documents are not actually deleted until a supervisor deletes them using the Documents to be Deleted query. You should periodically check for deleted documents, review them, and delete them. You can delete documents either using OnBase or Workflow. Note: Documents deleted by supervisors and administrators are hidden from searches. However, they can still be retrieved from the OnBase Recycle Bin. DELETING DOCUMENTS USING ONBASE To review and delete documents: 1. Click on the Custom Queries toolbar button. 2. Select the Documents to be Deleted query. 3. Click Find. Do not duplicate or distribute without permission. Page 9 of 22

10 Deleting Documents 4. The query retrieves all documents with the document type Delete Mark to be Deleted. You may review each document by double-clicking on it. There may be a sticky note on a document explaining why it should be removed from OnBase. When you are finished reviewing the document, close the viewing window to return to the list. 5. High-light the document(s) you want to permanently delete. 6. Right-click on the selection and choose Delete. Page 10 of 22 Do not duplicate or distribute without permission.

11 7. You will receive a confirmation message. Click Yes. OnBase with Workflow Supervisors Manual Deleting Documents DELETING DOCUMENTS USING WORKFLOW To review and delete documents using the Deleted Documents Life Cycle: 1. Click the Workflow toolbar button. 2. Double-click on the Deleted Documents Life Cycle to expand it. (Or, click on the plus sign next to Deleted Documents). 3. Select the DEL My Documents to Delete folder. 4. The documents in the folder will display in the Document Name window. 5. In the example shown here, there are three documents in the DEL My Documents to Delete folder. Select a document to review it. The document, along with any Notes, (including Highlights and Sticky Notes) previews in the Document window. In this example, the caseworker added a note indicating the document is a duplicate. Do not duplicate or distribute without permission. Page 11 of 22

12 Determining Whether a Document Is in Workflow -OR- 6. To permanently delete the document from the document repository: a. Select Delete This Document in the Tasks window. 6. To keep the document: a. Select Don t Delete This Document in the Tasks window. b. You will receive a prompt informing you that you must re-index the document. c. Click Re-Index. d. Select the new Document Type. e. Click Index. f. After re-indexing, you will need to select the Don t Delete This Document Ad- Hoc Task again. DETERMINING WHETHER A DOCUMENT IS IN WORKFLOW To determine whether a document is currently in Workflow: 1. Locate the document using a Custom Query or Document Retrieval. 2. Right-click on the document and select Workflow, Workflow Queues. If the document is not in workflow, a message will display. Page 12 of 22 Do not duplicate or distribute without permission.

13 Managing Workflow Folders If the document is currently in Workflow, the Life Cycle the document belongs to will display. In this example, the document is currently located in the IM Documents Received Life Cycle. The Workflow Queues dialog box also displays which user the document is assigned to. To open the folder for the current user (that you are logged in as): 1. Select the folder (queue) from the list. 2. Click the Open Queue button. MANAGING WORKFLOW FOLDERS VIEWING DOCUMENTS (LOAD-BALANCE ADMINISTRATION) 1. Right-click on the folder you want to view and select Load Balancing Administration. In the example shown here, we right-clicked on DR My Documents Received. Do not duplicate or distribute without permission. Page 13 of 22

14 Managing Workflow Folders 2. You can see the number of documents in each user s folder. Click on the plus sign or double-click on the folder name to expand the list. Note: Only users with at least one document in the selected folder will appear in the Load Balance list. 3. Information is displayed for each document in the folder. In this example, there are seven applications in the user Osborm s DR My Documents Received folder. 4. To view a document in a separate window, double-click on the document. Page 14 of 22 Do not duplicate or distribute without permission.

15 Managing Workflow Folders GENERATING LIST REPORTS You can generate a list report that lists all of the documents in a selected folder for all users or for a single user. To generate a list report for all users: 1. Select a folder and execute Load Balancing Administration. 2. Right-click on the folder name, for example DR My Documents Received, and select Generate List Report (or Create List Report). 3. The Question dialog box opens. For this example, click All Documents and the list report will open. To generate a report for a specific user: 1. Select a folder and execute Load Balance Administration. 2. In the Load Balancing Administration window, right-click the user s folder and select Generate List Report. Do not duplicate or distribute without permission. Page 15 of 22

16 Managing Workflow Folders 3. The report displays all documents in the folder in text format. To copy the contents of the report, right click anywhere on the report and select Send To, Clipboard. Once the contents are copied, you can paste them into another program (such as Microsoft Word). Page 16 of 22 Do not duplicate or distribute without permission.

17 Managing Workflow Folders TAKING ACTION ON DOCUMENTS To view and take action on user s Workflow documents: 1. Expand the Life Cycle and right-click on the folder you want to view. 2. Select See Other User s Documents. 3. Select the user and click OK. Do not duplicate or distribute without permission. Page 17 of 22

18 Managing Workflow Folders 4. To take action on a document, select the document and double-click a task button. In this example, we selected the CC Correspondence document from the DR My Documents Received folder. Note: The folder that you select will display the documents for the user that you chose (other folders do not change from the original username with which you logged in). However, the interface still reflects your own username (the user name you logged in with). In the example above, JSEAMAN is logged in and is using the See Other User s Documents command to access the DR My Documents Received folder for the caseworker GOFFM. However, the status bar still reflects the username JSEAMAN. Page 18 of 22 Do not duplicate or distribute without permission.

19 Managing Workflow Folders REASSIGNING DOCUMENTS (CASE REASSIGNMENT E-FORM) You can use the Case Reassignment E-Form to reassign cases from one user to another. When you submit a Case Reassignment form: 1. All documents that arrive in Workflow that match the case number(s) on the Case Reassignment E-Form will be placed in the new caseworker s Workflow. 2. All documents that are in the current caseworker s Workflow will be updated with the new caseworker's name and will be moved to the new caseworker s Workflow. To reassign documents: 1. Click the New Form button on the toolbar. (Or, select File, New, Forms from the menu.) 2. In the New Form Document window, select Case Reassignment Form and click Create. 3. In the Case Reassignment Form, enter the current caseworker s OnBase Username in the Current Case Manager field. 4. Enter the new caseworker s OnBase Username in the New Case Manager field. 5. In the Case Number fields, enter each case number that you want to reassign. Note: There are 40 Case Number fields. To reassign more than 40 cases, complete the form, create a new form, and repeat the steps with the remaining case numbers. 6. Scroll to the bottom of the form and click on the Finished button (or, press Enter on your keyboard). Note: Failure to use a proper OnBase Username for just one caseworker field will result in an error message which will require you to recreate the entire form. Double-check the caseworker s OnBase Usernames before clicking on the Finished button. Do not duplicate or distribute without permission. Page 19 of 22

20 Maintaining the Unit Roster 7. You will receive a confirmation message when the form has been submitted successfully. MAINTAINING THE UNIT ROSTER The Unit Roster Form works in conjunction with the Deleted Documents life cycle. One Unit Roster exists for each unit. The roster is a list of the names of all users in a department along with the username of the supervisor. Unit Rosters supply the value to be inserted into the SUPERVISOR keyword when a document is deleted, so that the document can be sent to the supervisor s Deleted Documents life cycle. Only supervisors and administrators can create new Unit Rosters. Once a form is created, it is visible only to supervisors and administrators. You should update your unit roster e-form whenever there is a change to a username in your department. To update/change a Unit Roster: 1. Click on the Custom Query button on the toolbar. 2. Select All IM / CSEA Unit Rosters and enter the appropriate criteria. 3. Click Find. 4. Open the Unit Roster. 5. Make the necessary changes, updates, and/or additions and click Submit. To create a new Unit Roster: 1. Click on the New Form button on the toolbar. (Or, select File, New, Forms from the menu.) 2. Select Unit Roster / CSEA Unit Roster, depending on the unit you are associated with. 3. Enter the Unit Name. 4. Choose a supervisor(s). Page 20 of 22 Do not duplicate or distribute without permission.

21 Adding a New Case to OnBase 5. Choose a caseworker(s). 6. Click Submit. ADDING A NEW CASE TO ONBASE Sometimes, a client comes in for an appointment, for example an Intake, and they are not known to the OnBase system. They are also not known to CRISE or SETS however, you have many documents to scan and forms to complete and would like to use the autofill functionality. You can add the client to OnBase to enable autofill: 1. Select Admin, Autofill Keyword Sets, Management. 2. Select Case Info by SSN and click on Add Set. 3. Complete the client information in the Keywords fields. Do not duplicate or distribute without permission. Page 21 of 22

22 Adding a New Case to OnBase 4. Scroll down to complete all relevant fields and click Add. 5. To confirm the addition, click View Search in the Autofill Keyword Management dialog box. 6. Enter the SSN of the case you just added and click Find. 7. The case(s) that is in the system with the SSN you entered displays. Note: Any manual Autofill Keyword Sets entered will automatically be removed at the end of each day. Page 22 of 22 Do not duplicate or distribute without permission.